Bike Edmonton Annual General Meeting Minutes for 2024
- Location: Strathcona Community League Upper Hall
- Date: November 3, 2024, 1pm.
Attendance
- Meeting Chair: Keith
- Minute-taker: Adam Burgess
- Attendance: n members in good standing
- Regrets:
Call to Order
- Meeting called to order by Keith at 13:28.
- Explain “Members In Good Standing” voting for motions:
A member in good standing is a Regular Member who has been a member for at least one calendar month and any honorary members shall be considered members in good standing. A regular member who has lapsed for no more than six months shall also be considered a member in good standing immediately upon payment of their dues.
Anyone may become a member today in order to join the board, but only Members in Good Standing can vote.
Approval of Agenda
MOTION
| To approve the agenda.
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| Moved:
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Sarah
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| Seconded:
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Derek
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| Aye
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No
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Abstain
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| All
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0
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| carried
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Approval of Minutes from 2023 Annual General Meeting
| Aye
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No
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Abstain
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| All
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0
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| Carried
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Reports
President's Report
- Keith has been president for 1 year, board member for longer. It was a busy year for staff, board members, and volunteers. In February we were in a cash crunch, but with a huge response to our fundraising drive around ~$60k donated. Our budget now is in a much better spot. These finanical pressures were 2-3 years in the making. These year we aim to have an operational cash cushion in March (when our reserves are typically lowest). We get a casino every 2 years, next one in mid-2025.
- 16 board members have joined this year, and many have not been able to continue due to life circumstances or the workload that the board entails. Staff have been putting in a huge amount of work also. Changes this year include losing our executive director and board becoming an operational board; closed south shop and consolidated to North side (with a storage space downtown). There is an expanded area downtown for bike sales, and added a storage space downtown. Keith is proud of the work that has gone into making those changes successful. We are also decreasing our paid bike-building, so there may be fewer bike sales depending on how volunteers can respond to that. Revenue numbers from recent months have been good, and there have been operational advantages to consolidating to one shop, for example fewer walk-ins have to be turned away. For example September bike sales are $10k this year from $5k last year.
- We remain in union negotiations-- had negotiations in November with previous ED Greg and in May with the bargaining committee of the board-- and we will be asking one of the new board members today to join the committee. We understanding that membership expects us to get this done. Scheduling with the union has been a barrier.
- And finally we have cycling caps for sale today!
Treasurer's Report
(attach written version)
- $48k surplus this year, compared to deficits of $98k and $70k in the previous years. As of Aug 31st: $99k in operating acct, $17.5k in Casino acct (which pays rent). The biggest changes in our financial status this year were: the donation drive earlier in the year, removing the executive director (at his own recommendation) in February, and closing the south shop in July.
- Audits were done for 2022-23 and 2023-24 financial years-- the latter is not quite completed due to some delays, the audit committee got all the information from the treasurer last week. An audit commit with 10(!) volunteer members did a really good job. The audit of the 2022-23 financial year was favourable. They did recommend exploring options for inventory tracking.
Shop Managers' Update
MOTION
| To receive the reports as presented.
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| Moved:
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| Seconded:
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| Aye
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No
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Abstain
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| All
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0
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| Carried
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Budget 2024-25
- See appended Budget package
MOTION
| To approve the 2024-25 budget as presented.
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| Moved:
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| Seconded:
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| Aye
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No
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Abstain
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| All
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0
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| Carried
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Board Elections
- Explanation of returning members vs members needing confirmation by the membership.
- Outline of board responsibilities, time commitments, and attributes of good board members: passion for cycling and Edmonton's cycling community, commitment to service and stewardship of the organization, reliable participation in meetings and committees, ability to work collaboratively on a team and independently as required, and willingness to listen, learn, and make informed decisions.
- 1 min introductions by board members seeking re-election or confirmation by the membership, or new candidates.
- Three calls for nominations from the floor (if required).
- Explanation of ballot procedure; voting and counting (if required).
MOTION
To recognize
- Matt Hoyt, Sarah Bisbee, and Keith Heslinga (returning);
- Adam Burgess, Colin Margetts, Heather Young-Leslie, and Derek Kramer (confirmed);
- and __, __, __, __, and __ (new)
as the 2024-2025 Bike Edmonton Board of Directors.
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| Moved:
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| Seconded:
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| Aye
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No
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Abstain
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| All
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0
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| Carried
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Adjournment
MOTION
| To adjourn.
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| Moved:
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| Seconded:
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| Aye
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No
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Abstain
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| All
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0
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| Carried
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